K8 HQ

Mail on an iPhone or iPad

These steps work on both iPhone and iPad. Your email address stays the same. You add it to Mail as a new account.

First, make a token

Each device or app gets its own token, so you can cancel one without affecting the others. Do this once for each one.

  1. Sign in at app.k8hq.com with your passkey.
  2. Open Settings, then Access (under Account). Look for the section called Connect a Mail Client on your Computer or Mobile Device.
  3. Click Make a token. You may be asked to use your passkey again.
  4. Next to What's it for?, choose Mail client (on your computer or phone).
  5. Next to Signs in as, choose your email address. Give the token a Name you will recognize, such as "mail client on my Mac". Leave Expires as it is unless you want the token to stop working on a date.
  6. Click Create token.
  7. Click Copy token right away. You will see it only once. The window also lists your mail server settings, including your organization's mail server name (it looks like abc123.mx.k8hq.net). Keep the window open while you set up your app, or copy the server name somewhere safe. Click Done when you finish.

When the app asks for a password, paste your token. (It's not your K8 HQ sign-in; K8 HQ doesn't use passwords.) Your user name is your full email address.

If you lose a token or can't find the server name, go back to Settings, Access and make a new token. You can revoke old ones in the Your tokens list.

Add the account in Mail

  1. Open Settings, then Apps, then Mail, then Mail Accounts, then Add Account. (On older versions of iOS or iPadOS: Settings, Mail, Accounts, Add Account.)
  2. Tap Other (or Add Other Account), then Add Mail Account (or Mail Account).
  3. Enter your name, your full email address, your token in the password box, and a description such as "Work". Tap Next.
  4. If Mail doesn't find the settings by itself, keep IMAP selected at the top. Under Incoming Mail Server, enter your organization's mail server name as the host name, your full email address as the user name, and your token as the password. Under Outgoing Mail Server, enter the same host name, user name and password. Tap Next, then Save.

When the app asks for a password, paste your token. (It's not your K8 HQ sign-in; K8 HQ doesn't use passwords.)

How quickly new mail shows up

Apple gives instant delivery (called "push") to its own iCloud mail and to a few other providers, and that isn't available for K8 HQ mail. Instead, your iPhone or iPad looks for new mail about every 15 minutes, and right away whenever you open Mail.

So a message sent to you at 10:01 might not buzz your phone until about 10:15, but if you open Mail it comes in at once. The mail is already waiting for you; it's only a question of when the phone looks. On a Mac, mail arrives within seconds.

To make sure your phone checks as often as it can:

  1. Go to Settings, Apps, Mail, Mail Accounts, Fetch New Data. (On older versions: Settings, Mail, Accounts, Fetch New Data.)
  2. Tap your new account and choose Fetch.
  3. At the bottom of the screen, choose Every 15 Minutes.

Sending

Write and send as you always have. If you have more than one account, pick the new one in the From line. Sent messages are saved in Sent.

The settings, if your app asks

User nameyour full email address
Passwordyour token
Incoming mail server (IMAP)your organization's mail server name, port 993, SSL/TLS
Outgoing mail server (SMTP)the same mail server name, port 587, STARTTLS

Copy the mail server name from the window that appears after you click Create token. Older shared names (imap.k8hq.net for incoming, smtp.k8hq.net for outgoing) still work too, but your own name is the one to use.

If something doesn't work

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